Administrative Assistant

Westgate Resorts•River Ranch, FL

5h•$16 - $19•Onsite

About The Position

To receive, track and organize all In-House tours, II/Exchanger tours, etc. Handles customer service inquiries and complaints pertaining to In-House tours. General office duties might include creating and distributing memos, filing, copies. Liaison for reservation issues. Assist Sales Support Director with any administrative duties that are needed. May be responsible for timekeeping if needed. Responsible for payroll for Independent Contractors. Essential duties and responsibilities include, but not limited to, the following. Maintain Central Filing System - Filing arrival notices after sales rep have sign their slips by tour date Open and Close sales floor; Sending out end of day gifting email and sales #’s for that current day to Sales Director Updates on arrival reports - Running arrival reports for In-House on a daily basis in order to get the information new referral "add ons" Distribution of arrival notices - the proper distribution of the arrival notices on a daily basis Customer service - answering the phones properly, answering questions for sales rep and specialty tours, researching information for sales reps and specialty tours when needed Computer skills – Ability to operate a computer and knowledge of Microsoft Word and Excel Reports – running reports as needed for Sales and Sales Support Management including but not limited to All Rate Codes report, Projection repot, Check Ins repoort Maintain inventory of supplies for the office and cleaning, send requests for orders to the designated purchaser; restock when necessary Handle all paperwork, admin, etc through HR, Payroll, and with Commissions Dept for Hiring, Transfer, Promotion, and terms for IC reps. Sign off on PARs and send to Director of Sales to sign off on PARs. Liaison for HR: Hiring, Terms for IC reps, contracts for reps, etc. Update information for IC reps with SAMS and Connie Sharp in Comm. Dept Ensure accuracy, completeness, and timeliness of all duties requested by Sales Support Director Establish procedures that implement operational and departmental policies Print and distribute survey’s for In-House tours, account information for In-House owners Research commission questions from reps Prepare monthly, weekly, etc. reports and summaries for Sales Support Director as needed Processing deals and handling cash/credit card purchase as well as batching out and settling credit card machine Assigning inventory correctly for the purchase of Timeshares Coordinate with Contract through Microsoft Teams to process deals on the back end Closing out all tours once completed with correct Sales Manager and Rep Make sure tablet and supply cabinets are locked, lights turned off and office doors are locked Other duties may be assigned.

Requirements

High school diploma or general education degree (GED);or one to three months related experience and/ or training; or equivalent combination of education and experience.
Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to write simple correspondence.
Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.
Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's.

Responsibilities

Maintain Central Filing System - Filing arrival notices after sales rep have sign their slips by tour date
Open and Close sales floor; Sending out end of day gifting email and sales #’s for that current day to Sales Director
Updates on arrival reports - Running arrival reports for In-House on a daily basis in order to get the information new referral "add ons"
Distribution of arrival notices - the proper distribution of the arrival notices on a daily basis
Customer service - answering the phones properly, answering questions for sales rep and specialty tours, researching information for sales reps and specialty tours when needed
Computer skills – Ability to operate a computer and knowledge of Microsoft Word and Excel
Reports – running reports as needed for Sales and Sales Support Management including but not limited to All Rate Codes report, Projection repot, Check Ins repoort
Maintain inventory of supplies for the office and cleaning, send requests for orders to the designated purchaser; restock when necessary
Handle all paperwork, admin, etc through HR, Payroll, and with Commissions Dept for Hiring, Transfer, Promotion, and terms for IC reps. Sign off on PARs and send to Director of Sales to sign off on PARs. Liaison for HR: Hiring, Terms for IC reps, contracts for reps, etc.
Update information for IC reps with SAMS and Connie Sharp in Comm. Dept
Ensure accuracy, completeness, and timeliness of all duties requested by Sales Support Director
Establish procedures that implement operational and departmental policies
Print and distribute survey’s for In-House tours, account information for In-House owners
Research commission questions from reps
Prepare monthly, weekly, etc. reports and summaries for Sales Support Director as needed
Processing deals and handling cash/credit card purchase as well as batching out and settling credit card machine
Assigning inventory correctly for the purchase of Timeshares
Coordinate with Contract through Microsoft Teams to process deals on the back end
Closing out all tours once completed with correct Sales Manager and Rep
Make sure tablet and supply cabinets are locked, lights turned off and office doors are locked

Benefits

Comprehensive health benefits – medical, dental and vision
Paid Time Off (PTO) – vacation, sick, and personal
Paid Holidays
401K with generous company match
Get access to your pay as you need it with our Daily Pay benefit
Family benefits including pregnancy, and parental leave and adoption assistance
Wellness Programs
Flexible Spending Accounts
Tuition Assistance
Military Leave
Employee Assistance Program (EAP)
Life, Disability, Accident, Critical Illness & Hospital Insurance
Pet Insurance
Exclusive discounts for Team Member (i.e., hotels, cruise, resorts, restaurants, entertainment, etc.)
Advancement & development opportunities
Community Involvement Programs